System mailbox allows people who don’t have access to the company mailbox addresses write to the company.
You can create several system mailboxes. This may be, for example, a mailbox for support requests, for business
proposals, for order requests, etc.

You can define and modify the list of OroCRM users who have access to each of these mailboxes, automatically turn
letters into cases or leads, and set-up auto-responses.

Let OroCRM know the details of IMAP (incoming mail) and/or SMTP (outgoing mail) connection for the mailbox,
such as host, port, and encryption, and specify the login (user) and password used to access the mailbox.

Click the Check Connection/Retrieve Folders

After successful connection, the list of available folders will be loaded. Check the Folders to be synchronized.

In the example below, synchronization has been done for a .gmail mailbox. The INBOX folder will be synchronized.

Hint

Detailed instructions on the way to set-up IMAP and SMTP connection in gmail, are provided
here

Define what OroCRM users will have access to the mailbox. You can select roles and/or specific users. All the users with
defined roles + all the specifically defined users will have access to
the mailbox.